DRAFT

(contact the town clerk at (919) 469-4011 for official minutes)

Special Meeting of the Town of Cary, NC

August 22, 2008

7:30 a.m.

Cary Town Hall, Room 10035

316 N. Academy St., Cary, NC

SUBJECT: To discuss the competencies, skills, qualifications, and process for filling the upcoming vacancy in the town manager’s position

Present: Mayor Harold Weinbrecht, Mayor Pro Tem Julie Robison, Council Members Gale Adcock, Don Frantz, Ervin Portman and Jennifer Robinson

Absent: Council Member Jack Smith was not physically present, but he participated by phone

The mayor started the meeting at 7:35 a.m. Human Resources Director Vee Willis facilitated the meeting.

Below is the handout that Mrs. Willis provided to council in advance of the session as well as an e-mail that Town Manager Bill Coleman provided to Mrs. Robison at her request:

From Mrs. Willis:

TOWN MANAGER

General Statement of Duties

Performs highly responsible management, professional, and administrative duties as the chief executive officer for the Town.

Distinguishing Features of the Class

An employee in this class provides executive leadership for Town functions and plans, organizes, manages, directs, and implements the goals and objectives of the Town Council.  Services provided are accomplished through department heads who manage operational details.  Duties include short and long range planning, creating and articulating a vision of excellence for the organization, establishing human resource management systems that staff the organization with productive employees, budgetary direction and guidance, long range and capital improvement planning, and working closely with the Council on major initiatives and priorities. The employee oversees the development, planning, and implementation of the Town Budget, strategic plan, goals and objectives to meet the operational needs of the Town.  The employee must utilize independent judgment and initiative in planning and directing the fiscal control system and human resource management systems and providing guidance to the Council in administrative matters.  The employee must be aware of regional issues and their impact upon the Town.  Work is performed in accordance with established municipal finance procedures, local ordinances, and the North Carolina General Statutes. Work is performed under the general direction of the Town Council members and is evaluated through conferences, reports, records, the effectiveness of legal compliance with applicable statutes, and by public satisfaction with services provided.

Duties and Responsibilities

Essential Duties and Tasks

Provides leadership to department heads and departments in Town government; works with them to establish long and short range goals and assure effectiveness and efficiency of services provided; communicates organizational mission, vision and goals as established by elected officials and Manager and helps department heads enhance these goals and implement programs consistent with them; encourages innovation and individual responsibility.

Works with the Council to develop consensus on a clear vision of the future of the community and the organization; coordinates and works with Council on planning and policy development to put this vision into effect for Town services and capital facilities; develops agendas for Council meetings; and assures resources and supporting documentation for informed actions are present.

Provides executive leadership for Town functions; coordinates the work of Town departments among themselves and with related federal, state, and local agencies; plans for future development, growth, maintenance, and expansion of services.

Directs the development and administration of the Town budget and capital program; seeks innovative and creative methods of financing, and makes professional recommendations for expenditures of Town's funds.

Advises Council in financial and legislative matters, suggest actions which should be taken for the betterment of the community; provides recommendations regarding revenue sources, management of financial activities, investments and indebtedness, and utilization of available federal/state grants and matching fund programs.

Ensures the establishment of a modern human resource management program for the town; ensures staffing of departments with qualified and highly productive employees.

Provides and manages the provision of professional and technical advice to Council on policy, planning, and legal matters; researches and makes recommendations to Council on new programs, services, and initiatives.

Coordinates and works with department heads in assuring policies, laws, and ordinances are workable, enforced, and fairly implemented.

Meets with and speaks with community groups, citizens, and other public agencies about specific programs, services, policies, and other issues as needed; establishes and maintains effective communications with media to keep citizens informed about the town's programs and progress.

Cooperates with other governmental units as necessary to provide professional and effective services to the citizens (State, transportation, county, neighboring cities and towns, etc.).

Demonstrates leadership and sound decision making skills in emergency and controversial situations; participates in finding collaborative resolutions to conflicts.

Submits periodic progress reports, annual status of goals achieved, financial statements and other reports to the Town Council.

Additional Job Duties

Performs special projects and provides research for Council information.

Performs related duties as required.

Recruitment and Selection Guidelines

Knowledges, Skills, and Abilities

Thorough knowledge of North Carolina General Statutes and of local ordinances governing the responsibilities of the Town Manager, Town Council, and other public officials.

Thorough knowledge of methods and techniques for developing local policies and ordinances regarding all governmental operations.

Thorough knowledge of the principles and practices of public finance administration, including principles and practices of municipal accounting.

Thorough knowledge of the principles and practices of leadership, employee motivation, communication, performance coaching and review, hiring, discipline, and conflict resolution; and with a commitment to work practices of competency, teamwork, trust, and communication.

Considerable knowledge of laws, policies, and current practices in a variety of phases of municipal administration including budget, personnel, purchasing, public works, utilities, planning and other functional areas.

Considerable knowledge of the application of information technology to improving the efficiency, effectiveness, and customer service functions of municipal services.

Ability to conceive and articulate a vision of organizational excellence that inspires staff and community to high levels of achievement.

Ability to motivate and inspire others and develop organization of trusting relationships.

Ability to help build consensus among staff and elected officials and make decisions consistent with organizational goals and values.

Ability to plan, project, and determine priorities for service delivery to citizens.

Ability to exercise sound judgment in making decisions in conformance with laws, regulations, and policies.

Ability to coordinate and direct a wide variety and array of Town services through department heads and other staff support positions.

Ability to develop and maintain effective working relationships with the other governmental jurisdictions, the Town Council, elected and appointed government officials, community groups, employees, and the general public.

Ability to communicate effectively in oral and written forms with a wide variety of individuals, groups and agencies.

Physical Requirements

Must be able to physically perform the basic life operational functions of fingering, talking, seeing, and hearing.

Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift objects.

Must possess the visual acuity to prepare and analyze data and figures, operate a computer, do extensive reading and perform visual inspections.

Desirable Education and Experience

Graduation from a four year college or university with a major in public administration, business management, or related field and graduate degree in public administration or related field;  and significant broad and diversified managerial experience in planning and directing major programs of local public services; or an equivalent combination of education and experience.

Special Requirement

Possession of a valid North Carolina driver’s license.

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E-mail from Town Manager Coleman to Mrs. Robison:

Julie,

These are some of the key competencies that I believe are necessary for a manager to be successful. If you have any questions, please let me know.

Bill

Ability to develop trust and respect

Ability and willingness to listen

Ability to communicate with a wide variety of people

Ability to inspire and motivate

Ability to recognize that every community is unique and the organization needs to understand and respond to the unique characteristics of the community

Ability to create and maintain the appropriate vision for the organization

Ability to lead staff to focus on primary values: Trust, Teamwork, Efficiency, Excellence, Communication, Competence

Ability to make and implement hard decisions

Ability to develop consensus on organization priorities

Wide variety of experience with local government

Ability to think and plan long term and regionally

Ability to encourage and support innovation and risk taking

Ability to recognize that he/she is only a part of a larger team effort in order to create success as an organization and as a community

Responsive, thorough, accurate, timely

Available

Community involvement

The council agreed on the following ground rules: everyone will participate, be concise, focus on next town manager, stay on topic/park items when necessary, and respect other’s opinions.

The council prioritized the following qualities of a town manager. The asterisks next to each item indicate the number of individual council members who thought this item was a high priority.

****** Visionary (envision our future); someone who has grown a community socially, economically and physically; ability to implement the vision

***** Knowledgeable (region, state laws, local government)

***** Capacity to take organization to next level (organizational effectiveness, performance management systems, metrics tied to strategies, assess and improve organization, continue to build upon Cary’s culture of excellence)

***** Experience related to fast growth; demographics similar to Cary; demonstrated best practices experience; implemented and created best practices in local government

**** Minimum 10 years local government experience with progressive increase in responsibilities with experience in a medium size city

*** Advocate for Town of Cary

*** Ability to think long-term and regionally

** Can be trusted and respected

** Team approach

** Unique (customer service focus, respect for culture, sensitive, high orientation to customer service, demonstrated success in strong customer service focus)

** Master’s Degree (public administration or business) (preferred)

** Do not want a “Yes” person (want an independent thinker and advisor)

** Fiscal Hawk but not a bean counter; cares about doing the right thing

* Bring together all groups in the community but still separate them; be objective and unbiased; work well with others but know boundaries; consensus builder; can bring resolution to problems

* Not aligned with one group

* Ethical decision maker

* Integrity

Demonstrated leadership

Open to new ideas (creative)

Challenge organization to do more with less (value efficiencies)

Accessible and responsive

Credentials, awards, certifications (preferred)

Experience in medium size city (i.e., budget, staff and population)

Advocate for employees

360 references (viewed exemplary by 360 references)

Community oriented, engaged

Parking Lot items: The council agreed to “park” the following interview checklist-type items for a future discussion and concurred that this may be a way to rate competency and evaluate candidates:

• exceptional 360 degree references (process/interview item)
• Experience in medium size city (i.e., budget, staff and population)
• experience and knowledge on downtown and infill redevelopment; possibly with this type of experience in past work
• experience with transit issues and infrastructure issues
• green orientation (environment)

Mayor Weinbrecht suggested meeting in closed session on Thursday to discuss search issues after the council has absorbed this information. Council would like staff to provide information on searches (cost and guidelines). Town Attorney Chris Simpson stated general policy approaches pertaining to searches may not be discussed in closed session, but the council may discuss specific people pertaining to the position in closed session.

Mrs. Willis will refine the list of qualities to eliminate duplication.

The mayor adjourned the meeting at 9 a.m.